About Kanata Co-op

THE STRUCTURE OF OUR CO-OP

Kanata Co-op, like all non-profit housing co-operatives in Ontario, is incorporated under the Co-operative Corporations Act of Ontario. This Act outlines in detail the legal rights, responsibilities, powers, and relationships of the various components of the co-op’s structure. References to this Act can be found throughout both the Organizational By-law and the Occupancy By-law. It is important to note that the Co-operative Corporations Act takes precedence over any other provisions governing the co-op, including these by-laws.

When the Co-op was incorporated and began operations, it entered into agreements with the Ministry of Housing of Ontario. These legal contracts bind us for the duration of the mortgage and cover aspects such as mortgage terms, insurance, operating budget approval, subsidies, income verification, and record-keeping requirements. It is a key responsibility of the Board to ensure that these legal obligations are met.

Co-op Structure Overview

The structure of Kanata Co-op consists of several key components:

General Membership

As a democratic organization, the Co-op operates on the principle of one member, one vote. This means that the ultimate power and responsibility of the Co-op rests with its members, who elect the Board of Directors to represent them.

Members exercise their voting rights at general membership meetings, where any matters related to the Co-op may be discussed and voted upon, provided proper procedures are followed. The annual general meeting is a key event, during which the Co-op’s financial report is presented by the auditors, and the Board of Directors is elected from among the membership.

By electing the Board, members grant them the authority to manage the Co-op according to the Co-op’s by-laws, The Housing Services Act and the Co-operative Corporations Act. If, at any time, members feel that the Board is not fulfilling its duties, they have the power to vote them out of office during a general meeting. Members can also attend the non-confidential portions of Board meetings.

The members also control the by-laws of the Co-op. Any new by-laws or amendments to existing by-laws can be passed by a two-thirds majority vote at a general membership meeting. The Co-op has two main sets of by-laws:

1. Organizational By-law: This sets out the basic operational rules for the Co-op, covering membership, meetings, member control, the Board of Directors, officers, staff, committees, conflict of interest, access to information, confidentiality, and financial matters.
2. Occupancy By-law: This defines the rights and obligations of individual members and the Co-op as a whole, including terms of occupancy, member rights, contributions, housing charges, use of the unit, behavior, occupancy standards, guests, liability, insurance, and termination of occupancy.

Board of Directors

The Board of Directors is responsible for managing the Co-op, which operates as a multi-million-dollar business requiring substantial knowledge and oversight. However, the key qualifications for being a successful director are common sense, an open mind, and a willingness to dedicate time and energy to running the Co-op effectively.

The Board meets every two months and, as a non-profit organization, directors do not receive financial compensation for their roles. The reward for serving on the Board comes from the challenge of managing the Co-op and the sense of accomplishment and community involvement it brings.

The Board is an administrative body that makes decisions based on the policies and by-laws approved by the membership. Committees and staff provide information to the Board to aid in decision-making, and often carry out the implementation of Board decisions. Committees and staff are accountable to the Board and report to the members during general meetings.

Board members have no authority outside of Board meetings, unless explicitly delegated a specific task by the Board. It is essential that Board members make fair and reasoned decisions while providing strong and effective leadership.